Indian Exporters Face Rejection of Food Shipments by EU: Causes and Solutions Explained for Exporters

Many Indian exporters have recently faced the problem of their food shipments like rice, cumin, herbal supplements, peanuts etc, being rejected by European Union (EU) border officials. Therefore, the main reasons for these rejections are analysed and stated with the EU laws behind them, and how Indian exporters can follow these rules to avoid difficulties are being explained.  

Why Are Shipments Being Rejected?

One key reason for shipment rejections is the presence of banned chemicals or pesticides in food products. For example, certain chemicals used in India on crops like ethylene oxide or tricyclazole are banned by the EU because they can harm consumer health or damage the environment. According to the EU’s REACH regulation and pesticide laws, foods containing these banned substances are not allowed to enter the market and are sent back.

Another major issue is contamination by molds or harmful microbes. The EU requires strict hygiene standards as per its Food Hygiene Regulation. Poor cleanliness during production, storage, or transport can lead to microbial contamination, making food unsafe. For ready-to-eat foods, the EU has very strict microbial limits like the Listeria bacteria must not be detectable at all, because these can cause serious illness.

Shipments are also rejected due to missing or incomplete lab reports. The EU’s import control rules demand accurate and official test reports to verify that food meets all safety standards. If reports lack the correct tests, official letterheads, or key details, authorities cannot trust the food’s safety and refuse the shipment.

Additionally, the use of non-compliant packaging materials can cause rejection. Recently, EU regulation 2025/351 introduced higher purity and safety standards for plastics and materials that come into contact with food. Packaging that does not meet these strict rules risks contaminating food and is therefore disallowed.

Finally, shipment refusal happens when proper documentation and traceability records are missing. The EU requires exporters to show clear proof of where and how the food was made to ensure safety and accountability. Without this, authorities cannot verify compliance, and shipments are returned.

Which Laws and Rules Are Being Applied?

The EU enforces several important laws for food safety and import control to protect consumers:

• The General Food Law (Regulation 178/2002) is the foundation. It states all food must be safe to eat and allows tracking of food from farm to table, ensuring any unsafe products can be removed quickly.

• The Food Hygiene Regulation (852/2004) mandates that food must be produced and stored in clean, safe environments. This stops contamination from germs and molds.

• The new Plastic and Food Contact Materials regulation (2025/351) requires all packaging that touches food to be free from harmful chemicals and fully traceable. This protects food from chemical contamination.

• The REACH Regulation bans hazardous chemicals and pesticides from food production. It includes strict limits on pesticide residues and controls on substances harmful to people or the environment.

• Risk-Based Import Controls (2019/1793) implement extra checks for high-risk products. Indian food exports often need detailed lab tests and certification before entering the EU.

• Finally, the new Regulation (EU) 2024/2895 amends Regulation (EC) 2073/2005, introducing stricter Listeria monocytogenes criteria, notably, “not detected in 25 g” for ready-to-eat foods. It came into force in December 2024 and will apply from 1 July 2026.

These laws together form a strong system ensuring only safe, clean, and well-documented food products enter European markets.

How Can Indian Exporters Follow These Rules?

To avoid shipment rejection, Indian exporters should only use pesticides and chemicals that are approved by the EU. For example, they must avoid dangerous and banned chemicals like ethylene oxide, tricyclazole, and carbendazim, which are commonly found in Indian exports such as rice, spices, and tea. These chemicals are banned under EU regulations like REACH and pesticide residue limits because they pose serious health risks to consumers and the environment.

Maintaining very clean production and storage conditions is critical. This means following good hygiene practices on farms and in factories to prevent mold growth or bacterial contamination. For instance, poor sanitation can lead to microbial contamination, such as Listeria, which the EU forbids in ready-to-eat foods. Regular cleaning, pest control, and proper handling during storage and transport greatly reduce these risks.

Lab tests should be done by reliable and certified laboratories using EU-approved methods. Indian exporters should ensure that any lab they use is NABL accredited (National Accreditation Board for Testing and Calibration Laboratories) and recognized by export promotion bodies like APEDA and FSSAI to guarantee that reports are accepted by EU authorities. Exporters must keep official test reports showing detailed results, signed by authorized personnel on recognized letterhead. This helps EU inspectors trust the food’s safety. For example, test reports should check for residues of banned pesticides and microbial contamination, confirming compliance with EU standards.

Careful attention must also be paid to packaging materials. Indian exporters should choose packaging materials such as certified food-grade PET, BPA-free plastics, BIS-approved paper products, or inert materials like glass and stainless steel, that meets EU purity and safety standards. They must avoid low-grade plastics, PVC films with phthalates, packaging with BPA, and any non-certified single-use plastics or coatings that can leach harmful chemicals into food. For example, the recent EU regulation 2025/351 requires that food contact materials be thoroughly tested and certified safe, so exporters should always check for valid certificates of compliance with these rules.

Exporters need to keep detailed records showing the origin of their products and every stage of production and shipping. This traceability builds trust and allows quick investigation if there is a problem. For instance, having clear records linking each batch of rice or spices to its farm, processing center, and transport details is vital.

Finally, exporters should stay regularly updated by reviewing the latest EU regulations and guidelines. The EU’s rules change often to improve safety and protect consumers. By adapting quickly to new requirements, such as upcoming pesticide bans or packaging rules, exporters ensure ongoing compliance and smooth access to the European market.

What to Check Twice Before Exporting?

Before sending shipments to the EU, Indian exporters should carefully check:

• That there are no banned chemicals or pesticides in the product, based on the latest EU lists.

• That lab test reports are complete, accurate, and printed on official letterhead from recognized labs.

• That packaging materials comply with EU regulations for food contact safety, including certificates proving this.

• That all hygiene and safety procedures have been properly followed during production, storage, and transport.

• That all required documents such as health certificates, lab reports, and export permits are properly prepared and included.

• That complete traceability information is available to link each product batch to its farm or factory of origin.

Double-checking these points can prevent costly rejections, delays, and spoilage.

By understanding these causes and rules in detail and following them strictly, Indian exporters can reduce the risk of their food shipments being rejected by the EU. This helps protect their reputation, save money and time, and grow their business in the important European market.

Exporters are encouraged to regularly consult official sources like the European Commission’s Directorate-General for Health and Food Safety (DG SANTE) and the Indian Trade Portal’s EU Alerts for the latest updates and advice.

With proper care and knowledge, Indian exporters can confidently meet EU standards and continue expanding their reach in Europe.